Guest Speaker – Jackie Law, Owner AAA Rents and Event Services
Report out on Budget and Financial B Benefits of an Environmentally
Conscious Event Marketing the Event Next Week
Upon completion of this week, the student will understand:Benefits of an environmentally conscious eventDevelop a “green” planIdentify and utilize local resources Marketing the eventInvitation and marketing materialsRegistration and ticket management
A green meeting or event incorporates environmental considerations to minimize its negative impact on the environment› Benefits of green meetings & events
Economic bottom line – Green meetings and event can save money
Environmental bottom line – Green meetings and events are good for the environment
Convention Industry Council’s Green Meeting Report, 2004
Destination Selection› Compatible with demographics of attendees
and sensitive to carbon offset Consider cities with mass transit
› CVB – find out which businesses practice green initiatives
› Contracts – use environmental preference “clause”
Accommodations Selection› Consider selecting hotels that have adopted
green hotel initiatives› Contracts – use environmental preference
“clause” Recycling Staff training (i.e. shut blinds, turn off lights, turn
down heaters/air when rooms are vacant) Guest rooms have dispenser for soaps,
shampoos etc. instead of individual disposable bottles
Linen & towel reuse practice in place
Event Venue Selection› Consider selecting venues that have adopted
green initiatives› Contracts – use environmental preference
“clause” Recycling Staff training (i.e. leftover food donated to food
bank) Walking distance/mass transit for breakout
activities or leisure time options
Transportation Selection› Inform companies of environmental strategies the
event is considering and ask about their environmental practices or options
› Contracts – use environmental preference “clause” Fuel efficient or alternative fuel vehicles Recycle used oil, batteries, antifreeze and tires Train staff on green practices, i.e. idling, air
conditioning off when no passengers› Alert attendees to environmentally preferable
transportation choices: Mass transit Car pooling Commuter trains Walking/ bicylces, etc.
Food and Beverage Selection› Inform companies of environmental strategies the
event is considering and ask about their environmental practices or options
› Contracts – use environmental preference “clause” Reusable cutlery, dishware, linens and decorations If disposables are required – compostable or
biodegradable Condiments, beverages and other items provided in
bulk vs. individual packages Packaging is recyclable and recycled Locally produced, seasonal and/or organic food and
beverages when possible (including fair trade practices)
Serves only environmentally friendly seafood Donates leftovers to local food bank or soup kitchen
and/or to local farms for composting
Food and Beverage Selection› Inform companies of environmental strategies the
event is considering and ask about their environmental practices or options
› Contracts – use environmental preference “clause” Reusable cutlery, dishware, linens and decorations If disposables are required – compostable or
biodegradable Condiments, beverages and other items provided in
bulk vs. individual packages Packaging is recyclable and recycled Locally produced, seasonal and/or organic food and
beverages when possible (including fair trade practices)
Serves only environmentally friendly seafood Donates leftovers to local food bank or soup kitchen
and/or to local farms for composting
Exhibition Production› Inform companies of environmental strategies the event is
considering and ask about their environmental practices or options
› Contracts – use environmental preference “clause” Minimizes use of collateral materials Produce necessary materials in double side fashion Use post-consumer recycled paper with vegetable based inks Minimize packaging and use recycled packaging materials
when necessary SWAG should be a reusable product Attempt to use locally grown or produced products Providing materials via PDA downloads Provide recycling for cardboard, pallets, paper, cans, plastic,
glass etc. that are generated Choose decoration materials that are rented, reused and/or
made of recycled materials
Communications and Marketing› Inform staff of environmental strategies the event is
considering and ask about their environmental practices or initiatives
› Communicate the events green initiatives to attendees, stakeholders and the media
› Reduce paper usage as much as possible by using web and email: promote the event offer electronic registration event itinerary and proceedings online including
speakers notes and handouts for materials that need to be printed use double sided
post-consumer recycled paper using vegetable inks Reuse nametags of recycled content and provide
“REUSE” collection bins
Green initiatives just discussed and the considerations to keep in mind
Megan Gilligan has provided an example of available vendors that can be utilized for invitation and marketing materials
In house experts can be utilized Online options are abundant
Brand your event› Graphic artist › Communicate the image in all aspects of
marketing the event Marketing
vs. Advertising
Signage (billboards, posters, flyers, direct mail)
Brochures, business cards, stationary Media (radio, television, internet, print
media such as magazines) Word of Mouth Networking
Critical element to success of event Accurate number of attendees is
required to have all materials, supplies and accommodations to meet the goals of the event including cost and profit
Includes much planning to assure it is easy for the invitee and provides all the information needed
Common methods› RSVP cards› Forms› Internet site- custom designed or through
a program › Reservation management programs
Historical use of data- databases Gathering the correct information
› Confidentiality of information› Access & Attendance› Name, address, contact, sizes, dietary
restrictions, payment, number of reservations, etc.
› Credentialing First Impression
› Welcoming› Organized
First Impression (continued)› Distribution of event materials
Name badges Tickets Access cards Gifts – SWAG Agendas, layouts, speaker notes, etc. Other activities
Event communication center› Lost and found› Concierge services› Attendee aid › Information
Invitation and/or Marketing Materials› Design an invitation and/or marketing
materials for the event› Develop registration or reservation
management materials and process
› Lab – Meet in ICA adjunct space Invitational team assignments
› Lunch on own › Class –
Report out on event projectDetermining Food and Beverage Selections
Homework